Functional Events Coordinator

JOB SUMMARY

The functional Events Coordinator is responsible for organizing and overseeing all logistical aspects of an event to ensure its successful execution. This role involves acting as the primary point of contact between clients, vendors, and venue staff, ensuring all event elements align with the client's vision and objectives. The coordinator manages everything from overseeing the event set up, client liaison, vendor coordination, on-site execution and post-event follow-up. This role requires active communication focusing on event details and logistics to create a seamless experience from start to finish.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Act as the primary point of contact with clients throughout the entire event process. Build and maintain strong client relationships by providing personalized attention, listening to their needs, and offering expert advice to help them achieve their event vision. Regularly check in with clients to update them on progress, address concerns, and ensure their expectations are met.

Work closely with clients to navigate event timelines, agendas, and themes. Develop detailed schedules and logistical plans for each event, ensuring all aspects are planned in alignment with the client’s needs.

Oversee vendor communications, ensuring they meet deadlines and fulfill their roles during the event.

Supervise the setup, execution, and breakdown of the event. Ensure everything is in place and that the event flows according to schedule. Troubleshoot and resolve any issues that arise during the event, ensuring client satisfaction and a smooth experience for all attendees.

Manage special requests and accommodation are handled. Act as the point of contact for guests, ensuring that their needs are addressed promptly and professionally.

After the event, gather feedback from the client and guests to assess the event’s success and identify areas for improvement. Ensure all post-event duties such as cleanup and equipment return are completed.

EDUCATION AND EXPERIENCE REQUIREMENTS

Bachelor's Degree (Preferred): In fields like Hospitality Management, Event Management, Public Relations, Marketing, or Business Administration OR An associate degree or specialized certifications (e.g., Certified Meeting Professional (CMP) or Certified Special Events Professional (CSEP)) can also be sufficient.

High School Diploma or equivalent required

At least 1 year experience in event management preferred

Possess and maintain a clear criminal and driving record.

Must be capable of obtaining and maintaining certification in CPR, First Aide, and perform if necessary.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of regulations related to public events, such as health and safety codes, permits, insurance, and crowd control.

Basic knowledge of event promotion techniques, social media marketing, and creating engaging events.

Ability to juggle multiple tasks and deadlines, often simultaneously, while maintaining attention to detail.

Ensuring that every detail, from decorations to schedules, is accounted for and executed correctly.

Ability to quickly adjust to changes in plans, whether it's a last-minute client request or an unforeseen issue that arises during the event often under pressure.

Ability to maintain composure and work effectively, especially when handling multiple aspects of a large-scale event.

Ability to manage and lead a team effectively, ensuring all roles and responsibilities are clear and that tasks are completed efficiently.

Understanding of the event planning process, from conceptualization to execution, including the management of logistics, timelines, and resources.

SPECIAL REQUIREMENTS

At least 21 years of age

Current driver’s license issued by state of residence.

Satisfactory Motor Vehicle Report.

PHYSICAL AND DEXTERITY REQUIREMENTS (with or without accommodation)

Ability to stand, walk, and move for extended periods of time

Ability to lift, carry, and move items up to 25 pounds, such as game equipment, supplies, and materials.

Must be able to bend, stoop, kneel, and crouch to perform tasks like setting up equipment or cleaning.

Ability to work in varying weather conditions, including heat, cold, and rain.

Good manual dexterity and hand-eye coordination to handle tools and equipment.

SENSORY REQUIREMENTS (with or without accommodation)

Vision: Ability to see and read program materials, signage, and written reports; ability to observe participants and ensure safety during activities.

Hearing: Ability to hear and respond to communication via radio, beeper, or cell phone; ability to monitor sounds in the environment (e.g., participant calls for help, safety alarms, or disturbances).

Speech: Ability to communicate clearly and effectively with staff, participants, and the public, both in person and via radio or phone.

Smell: Ability to detect unusual or hazardous odors, such as gas leaks, smoke, or the need for cleaning/restroom maintenance.

Touch: Ability to handle equipment, perform maintenance tasks, and respond to situations that require physical interaction, such as assisting injured patrons.

ENVIRONMENTAL HAZARDS

Physical Hazards: These include slips, trips, and falls, heavy lifting, electrical hazards, and the risk of injury from sharp objects or equipment.

Outdoor Event Risks: Weather conditions, insect exposure, sunburn, or heatstroke are common in outdoor events, along with potential allergic reactions.

Safety and Security: Fire hazards, structural instability of temporary structures (like tents or stages), and chemical exposure from cleaning supplies or decorations can pose risks.

Mental and Emotional Strain: Stress, fatigue, and the pressure of handling emergency situations can impact mental well-being.

Biological Hazards: Illnesses or food allergens may present health risks in large gatherings, especially without proper health and safety protocols.

DISCLAIMER STATEMENT

The above is intended to describe the content of and requirements of the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. Recreation District #1 of St. Tammany reserves the right to change, add, or delete at any time from this job description to meet the need of the organization.

At Pelican Park, we firmly believe in the power of unity. When we come together, as One Team, we create a safe space where every individual and every effort matters. Whether you're a visitor or part of our Team, we all share in the overall success of this incredible park and programs. Let’s grow, connect, and thrive together—because we are all part of something bigger.

One Park. One Team. One Vision.